Validation and List Processes

From the moment an event registration is opened until the final set of results are published, the quality, correctness and cleanliness of the data involved will be a factor on how well the event runs. It is unlikely an event will ever have perfect data but doing whatever possible as soon as possible will keep an event running smoothly. Higher tier races require more data for building Start Lists then lower tier races which requires more attention and time. The methods used to clean up the data are as follows:

  • Validation tool that finds discrepancies between the registration data and national license database
  • manually cleaning up data using sorted and/or grouped reports
  • publishing lists for coaches and athletes to review for accuracy

Validation

Validation is a tool provided in the Zone4 registration system that compares the registration data to the national license database system. The tool shows any discrepancies between the data and suggests changes to ensure the registration data matches the data in the licence database. This tool is also used to bring racer points into the registration form. Validation can be started once the first racer is registered and should be completed by the time the first race is created from the registration. There is a separate article on the Validation Tool.

Data Cleanup and Review

Data cleanup is the process of manually cleaning up fields to contain consistent data for reporting and generating other lists. Bib Pickup is the only field that really needs to be made consistent but making Club, Team and University consistent as well will speed-up generating reports on these fields. Using registration reports is the easiest way to do this by taking advantage of sorting, filtering and grouping.

The registered athletes eligibility needs reviewed based on the rules required by event sanctioning. Eligibility is based on licensing, age and club membership. The Validation tool will confirm that FIS and CCC licences entered by the registrant are valid for the current year. Use registration reports to filter out eligible athletes and create a short list of athletes that need to take action in order to become eligible.

Fields for Canadian Tier 1 Events

The following are guidelines for reviewing fields required for Canadian Ski Nationals. Not all fields will be required at other events but this can be used as starting point for reviewing this data. Country This field should only be set to Canada if the racer is a Canadian citizen or permanent resident.

  • On the registration, racers should be asked for their citizenship rather than their country of residence
  • Racers who do not indicate Canadian citizenship should be asked if they have permanent residence status
  • Foreign racers are not eligible for aggregate points systems and various awards
  • Canadian men have FIS licenses starting with 3100 and Canadian women have FIS licenses starting with 3105
Province Make sure the province on ALL racers matches their club’s province regardless of the province suggested by the Validation tool.
  • Team and training centre racers who have listed their province of residence (where their team is located) should have their province changed to their club’s province
  • There are ambiguous border clubs which have a province designation included in the validated club name, racer’s provinces should match the province designation in the club name for example racers from Nakkertok Nordic (ON) should have a province of Ontario and racers from Nakkertok Nordique (QC) should have a province of Québec
  • Don’t list states or provinces for non-Canadian/non-landed racers
Club This field must match the club indicated on their CCC License.
  • Club aggregate awards require the racer to have a province in order to be eligible
Team Should be a provincial ski team, training centre, other recognised Canadian team or major team from other disciplines or nations.
  • Only provincial ski teams should be listed, provincial development or ‘talent squads’ should not be included for example BC Ski Team is valid, BC Development Team is not
  • Major teams from other disciplines or nations are fine for example BATC and US Ski Team are valid
  • Team should not include any universities that are also in the University field, only put University in the Team field if the racer is not CCUNC eligible
  • If the Team is the same as the Club name, the Team should be omitted for example Black Jack and Team Black Jack
  • Use the short team name as defined in the validation database which CCC can provide
  • Definition of a valid team:
    • outside training group of 4 or more skiers
    • recognise outside support, be it financial or training
    • should avoid recognition of personal sponsors
University University field should contain only institutes for racers who have completed the CCUNC eligibility form and been approved by CCC.
  • This field should contain the University name and not True/False
  • The list of eligible racers can be obtained from CCC
CCC License Should only contain valid and non-expired CCC licenses.
  • Expired licenses will be listed in the validation tool as expired and list the last active year

Once points have been brought into the registration with the Validation tool, those without points should be reviewed. These athletes should be looked up in the points database to confirm they indeed have no points. International racers may get special seeding consideration at the Jury’s discretion. This is best handled by giving these racers ‘fake’ points that will place them appropriately on the Start List.

Licence and Points Systems

CCC Racing License System https://store.cccski.com/apps.asp This tool can be used to confirm racers have renewed their license for the current season. The Validation tool does this automatically but this system can be used to confirm anomalies. FIS Biographies https://data.fis-ski.com/cross-country/biographies.html This tool can be used to confirm racers have a license for the current season. If ‘Active’ shows in the Status column then their licence is valid. The Status column will be blank if their licence is not valid. The Validation tool does this automatically but this system can be used to confirm anomalies. Canada Points List http://apps.cccski.com/main.asp?lan=0&cmd=doc&id=4233&Param1= This tool can be used to confirm a racer’s points. Use the most recent list with ‘Seeding’ in the Type column. Keep in mind there are separate lists for distance and sprint. The Validation tool does this automatically but this system can be used to confirm anomalies. United States Points List https://usskiandsnowboard.org/competition/points/cross-country-points The points list can be downloaded as a ZIP file that contains separate files for men and women.

The Lists

Having a well defined process and timeframe for generating and distributing lists will establish predictability for coaches and athletes. The goal is to establish habits within the community for limit the number of last minute changes. The following is the recommended timeframe:

  1. 1 to 2 months before the event:
    • Open registration with a minimal confirmation list (name, affiliations and categories).
  2. About 2 weeks before the event until registration closes:
    • Begin validating data with the Validation tool
    • Start data cleanup and review
    • Confirm eligibility of racers
    • Contact racers with issues
  3. About 1 week before the event:
    • Add licensing and point information to the confirmation list and group by Bib Pickup or Club
    • Email all coaches with a link to the Confirmation List and instructions on what to review
  4. Once registration has closed:
    • Do final check of validation, cleanup and eligibility
    • Email all coaches once again to review the Confirmation List
  5. Between registration closing and the first race:
    • Pursue remaining issues case-by-case
  6. About 2 days before the first race:
    • Create the each race from the registration and draft the start list
    • Publish the Seeding List for each race and email coaches to review it
    • Make the Draft Start List available for each race and email link to key officials
  7. During the Team Captains Meeting for each race:
    • Make last call for changes announcement at beginning of meeting
    • Publish the Start List publically
    • Create the Bib Pickup List and sort bibs
Sample Email to Coaches

Please review the Confirmation List thoroughly: <TODO: link to Confirmation List>
Bib Pickup
Your racer’s bibs will be bagged together based on bib pickup. You will pickup your bagged bibs on race morning by the name of your bib pickup group. Bib pickup groups with only one racer are listed at the bottom of the confirmation list and will pick up as independent racers. Please let us know if:

  • any racers are missing from your bib pickup group
  • you want to claim any independent racers
  • any racers you won’t be responsible for should be removed from your group
  • you will be picking up multiple groups that can be merged together
Club
The club for Canadian citizens and permanent residents must match the club on their CCC Licence. We have made these changes already and any racers whose club has changed will be notified. This is the club each racer will gather aggregate points for.
Nation
Only Canadian citizens and permanent residents are eligible for certain awards and aggregates.
Province/Territory
The province/territory must match the province/territory the racer’s club belongs to. We have made these changes already. This is the province/territory each racer will gather aggregate points for.
Event Category
Please confirm all your racers are registered in the correct races and their desired category.
CCC and FIS License
Ensure all your racers have the correct CCC and/or FIS Licence. Racers with licensing issues will be contacted individually. Most international racers with a valid FIS licence are assigned a CCC Licence number automatically.
CPL Points
CPL points have come from the latest CPL list. Most international racers with a valid FIS licence have a CPL value calculated automatically. Please check for any discrepancies.

Confirmation List

An initial Confirmation List should be available the moment the event registration goes live. As additional fields get populated and validated, they should be added to the Confirmation List. Fields included on this list should be limited to those that that have an impact on Start Lists and results. Personal information should avoided. The following are the recommended fields:

  • First Name
  • Last Name
  • Club
  • Team (typically just Tier 1 events)
  • University (typically just National Championships)
  • Province (typically just National Championships)
  • Category (for every race available in the event)
  • Licences (CCC, FIS, USSA, etc…)
  • Points (sprint and distance)

The Confirmation List should be grouped by Bib Pickup and sorted by Last Name then First Name. Use a filter to include only racers on the list.

A coaches confirmation list should also be included for most Tier 1 and 2 events. This allows coaches to confirm they will be included on any informational emails. This should include:

  • Coach First Name
  • Coach Last Name
  • Coach Club
  • Coach Team

The coaches list should be sorted by Club and Team. Use a filter to include only coaches on the list.

Seeding List

The Seeding List is best defined as the Start List without bib numbers or start times. There will be one Seeding List published per race. It is used by coaches and athletes to confirm the correct race start order without publishing bib and start time information that is likely to change. The Seeding List should be published as soon as possible after the bulk of the validation has been finished. It should be possible to publish all Seed Lists for an event before the start of the event.

The Seed List should include the following fields:

  • License
  • Points (sprint or distance)
  • Seed (interval start distance races only)
  • Year of Birth
  • Province
  • Club
  • Team

Start List

The Start List acts as the schedule for the race. The racers will be ordered by their start order in an interval start race or chevron order in a mass start race. The Start List should include the same fields as the Seed List and will automatically add the Bib and Start Time columns. The timing software has the option to make a private Draft Start List available at the same time as the public Seed List. The URL of this Draft Start List can be sent to key officials for review while remaining hidden from the public. The final step with an approved Start List is to make it public.

Once a Start List has been publicly published, there is still a chance that mistakes may be found. If the Confirmation and Seeding lists have been published well ahead of time and communicated with coaches and athletes, then there is strong case to leave the Start List as is. Any change made to a published Start List should be done based on the following guidelines:

  • any changes made should have a meaningful benefit to the race
  • never mass change bib numbers
  • never mass change start times
  • never re-organise an entire start chevron
  • the Jury must approve the change
  • ensure the change is communicated to key individuals including the start volunteers

Bib Pickup List

The Bib Pickup List is used to ease distributing bibs to coaches and can be built once the Start List is published. The Bib Pickup List is based on either the Bib Pickup field for Tier 1 events or the Club field for Tier 2 or 3 events. This list is used to build packages for each coach containing the bibs for the athletes they are responsible for and should contain a copy of their list. Citizen Tier events typically distribute bibs to racers at a package pickup location based on name. The Bib Pickup list is generated using race reporting with the following fields:

  • Bib
  • First Name
  • Last Name
  • Club
  • Team
  • Category
  • Start Time

The list should be grouped by Bib Pickup for Tier 1 events or Club for Tier 2 or 3 events and be sorted by last name then first name.

Updated on March 10, 2019

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